Accessing the CSV Export 2024

Users can access the CSV Export 2024 by navigating to the Reports Workspace > HMIS Exports > CSV Export 2024 . Individual environments may elect to menu the CSV Export 2024 up in other spaces. Please check with your local administrator if you do not have access to the Reports Workspace and need to generate a csv export.

CSV Export

Beginning in October 2023, ClientTrack has released a new CSV Export 2024. Users needing to generate a CSV Export for any purposes, should go directly to the CSV Export 2024 report launch form.

Users will be need to utilize the filters outlined below in order to correctly generate a CSV Export. Additional filters may be applied, including selecting specific Program(s) and Grant(s).

• Source End Point
• Source Type
• Date Range
• Organization(s)
• Exclude Deleted Records

CSV Export for Eva

Users needing to generate a CSV Export for Eva, should go directly to the CSV Export 2024 report launch form.

Users will be need to utilize the filters outlined below in order to correctly generate a CSV Export to be accepted by Eva. Additional filters may be applied, including selecting specific Program(s) and Grant(s).

• Source End Point
• Source Type
• Date Range
• Organization(s)
• Exclude Deleted Records
• Hash PII
• Limit Services to within Enrollment Entry and Exit Dates
• Limit After Care to 180 days from Exit

SSVF Export

Beginning in October 2023, ClientTrack has integrated the SSVF Export into the overarching CSV Export 2024. Users needing to generate a CSV Export for SSVF purposes should go directly to the CSV Export 2024 report launch form.

Users will need to utilize the filters outlined below in order to correctly generate an SSVF CSV Export. Additional filters may be applied, including selecting specific Program(s) and Grant(s). 

• Source End Point
• Source Type
• Date Range
• Organization(s)
• Exclude Deleted Records
• Limit services to within the Enrollment Entry and Exit Dates

Additional guidance for timelines and requirements for the SSVF Export can be found in the SSVF FY24 Data Guide.

RHY Export

Beginning in October 2023, ClientTrack has integrated the RHY Export into the overarching CSV Export 2024. Users needing to generate a CSV Export for RHY and/or YHDP purposes should go directly to the CSV Export 2024 report launch form.

Users will be need to select the filters outlined below in order to correctly generate a RHY CSV Export. Additional filters may be applied, including selecting specific Program(s) and Grant(s).

• Source End Point
• Source Type
• Date Range
• Organization(s)
• Exclude Deleted Records
• Limit After Care to 180 days from Exit
• Limit services to within the Enrollment Entry and Exit Dates
• Hash PII

Additional guidance for timelines and requirements for the RHY Export can be found in the RHY-HMIS Program Manual.

Report Launch Page Filters

Saved Report Settings

Saved Report Settings can be set up by a user as they apply filters, choose projects or grants, and select the date ranges. Users can reuse these saved settings in the future to generate another report without needing to reapply the same parameters manually.

Source End Point

An Integration End Point represents one side of a recurring or one-time data export or import. Each end-point clearly identifies the system that records are being SENT TO or the system that the records are being RECEIVED FROM. 

Source Type

The Source Type is not a filter but is required before generating a CSV Export. The option selected for Source Type will directly feed into the Export.csv in the SourceType column. According to the FY2024 CSV Specifications, this field identifies the type of source database that the data is exported from.

When Continuum-Operated HMIS is selected, users will need to also select a specific Continuum of Care (CoC) code. 

Selecting any of the other three options - Agency-Specific Database, Data Warehouse, or Other - no additional filters or fields are necessary.

Date Range

The Date Range filter can be used to filter the enrollments that were active at some point during the date range selected. There are several pre-defined date ranges for users to choose from. If those date ranges do not apply, users may manually update the date range for the export.

Organization(s)

The Organization(s) filter is a required field before generating an export. Upon loading, the Organization the user is logged into will default to selected. Users may select as many organizations as necessary and the export will include applicable records for that organization. 

Program(s)

The Program(s) filter may be used to restrict the export records to only include applicable records within the program(s) selected. This field is not required and users may select any and all applicable projects.

Project Type

This filter will only filter the program list below, it will not be passed through to the Export as a parameter. The drop-down list used here is ListID 3431 and will only display HMIS specific project types with an item value of greater than 100 and are not ‘D’/Deleted. This means that retired project types and non-HMIS project types will not appear in this list. Users can skip using this filter if the desired programs are not HMIS project types and/or are Deleted project types.

HMIS Projects Only

This filter will only filter the program list below, it will not be passed through to the Export as a parameter. When checked, the program list will only display programs that has an active HMIS grant attached to the program. When unchecked, the program list will display all programs according to the other filters and parameters on the report launch form. 

Program(s)

This filter is passed through to the Export as a parameter and enables the CSV Export to limit the results to only the programs selected. When a specific program is selected, the program information and it's related clients, enrollments and services will be included in the report. When no program(s) are selected from this list, the CSV Export will default to include all programs that have active enrollments within the report timeframe. 

Grant(s)

The Grant(s) filter may be used to restrict the export records to only include applicable records within the grant(s) selected. This field is not required and users may select any and all applicable grants.

Exclude Deleted Records

This filter will exclude any deleted records from the export. Deleted records may include, but are not limited to deleted programs, deleted enrollments, and deleted client records. This filter is set to default as ‘Exclude Deleted Records’. If a user would like to include the deleted records, they may uncheck this filter and generate the export. 

Including Deleted Records may cause errors when uploading CSV Exports to other applications due to missing relationships and required fields. 

It is highly recommended to continue to exclude deleted records when generating a CSV Export.

Include PIT Count Information

This filter is not required, but when checked, will include PIT Count information for the date selected in the PITCount field in Project.csv. If checked, the CSV Export will include any PIT Count information that has been entered via the new PIT Count Data Entry  process for the date selected. 

Note: This filter allows for manually entered PIT Count information to be included in the CSV Export. It does not calculate the PIT Count based on enrollments or services for the projects.

Additional Filters
 

CoC

This filter is not required, but when selected, allows users to filter the records included in the CSV Export to only include records associated with the CoC selected. The CoC selected must match the Enrollment CoC in the clients Universal Data Assessment at entry and/or the Program CoC for project setup. 

When a CoC is selected from this filter, an additional filter will appear to Include enrollments with a missing EnrollmentCoC. Selecting this filter will include Enrollments that don't have an Enrollment CoC recorded if the program associated to the enrollment has a ProgramCoC association to the CoC selected.

 Included Assessment Types

This filter is not required, but when selected, allows users to filter the records included in the CSV Export to only records associated with the specific Assessment Types selected. These Assessment Types include Entry, During Program, Enrollment/Update, Annual, Exit, Post Exit/Follow Up and Other. 
 

Limit After Care to 180 days from Exit

This filter is not required, but when selected, allows users to filter the records to exclude any After Care assessments collected outside of the 180 day timeframe defined by HUD. This filter is not required, but users generating a CSV Export for a RHY Export or a YHDP Supplemental Report should select this filter.

Limit services to within the Enrollment Entry and Exit Dates

This filter allows users to filter the export to exclude any services that are provided to a client outside of the Enrollment Entry and Exit dates. This filter is not required, but users generating a CSV Export for an official HUD purpose, including the SSVF Export, RHY Export, YHDP Supplemental Report, and/or use with Eva, should select this filter.

Hash PII

This filter will apply the HUD defined Hash algorithm to the Personally Identified Information (PII) included in the CSV Export. This filter is not required, but users generating a CSV Export for a RHY Export, a YHDP Supplemental Report, or to use with Eva will need to select this filter to generate a Hashed CSV Export.